Configure a referee action

What is a referee action?

Using the referee tab type, you have the ability to configure a action flow task that is manually triggered by the applicant and not by application submission. This can be used to verify details within the application, gather feedback or data from a third party, and more. To learn more about action flow, check out our two dedicated guides: Understanding action flow and Action flow configuration. 

Why should I use this feature?

For most programs application submission tends to spike as the deadline nears. This makes the completion of action flow tasks difficult for recipients as much of the allowed time may have elapsed. These delays may greatly impact your program's reviewing schedule. With a referee action, applicants can send the referee's action flow task before they submit their application. If you would like to allow your program's action flow task to be sent prior to application submission, follow the steps below. 

Step 1: configure the referee's fields

Like with any action flow task, you will be able to dictate exactly which fields a referee can view and edit (covered in Step 3: configure the action flow task of this guide). If information collected from the referee is different than that of the applicant, the fields will need to be configured within the form. 

1. In the Manage workspace, navigate to Applications
2. Click Edit form and choose your desired form if multiple have been configured
3. Locate where in the form you would like to configure fields for the referee if they vary from that of applicants
   
   Tip: create a hidden general tab for fields used for referees that applicants can't see! Simply configure a new tab and deselect the Tab visible to applicants checkbox. Note that fields will display during the referee's action flow task in the order in which they appear in the application form.
   
4. Configure your desired field(s)

To learn more about tab and field configuration, see: Form editor. 

Step 2: create a notification

Notifications are necessary in the configuration of a referee action as they will alert the added referee(s) that they have a task to complete.  

1. Go to Settings > Communications > Notifications in the Manage workspace
2. Click New notification 
3. In the Trigger drop-down choose Review stage started
   
4. Compose your Email body ensuring that the {review_url} merge field is included--this will link directly to the referee's task
   
   
   Note: if the recipient is a registered user of the platform they will need to log in to view the task. If the recipient is not registered then anyone with the generated link will be able to access the page. 
5. Hit Save when finished

If you would also like to send a confirmation message to referees upon the completion of their task, follow the steps above but choose the Review stage completed option from the Trigger drop-down. If confirmation should vary between referees that proceed or stop the task (more on that below), multiple notifications with this trigger can be configured. 

You can read more about notifications in Good Grants in the Ultimate guide to notifications.

Step 3: configure the action flow task

With the fields and notification message(s) for your referee(s) set up, it's time to configure the task that they will need to complete.  

1. From the Manage workspace, go to Action flow > Settings
2. Click New review stage and select your desired form if multiple have been configured
3. In the 'Action stage' module:
   • Provide a Action stage name
   • Choose an 'Outcome', either Create review task or Notification only
4. Leave both tickboxes under 'Start stage' unchecked--this action flow will be manually triggered by the applicant when adding referees
5. Choose the Action by referee radio button in the 'Action by' module
6. Open the Send stage start notification drop-down and choose your notification from Step 2: create a notification
7. Next, select the 'Action page' tab near the top of the screen
8. In the 'Field access' area, you can choose which fields the referee will be able to see (Read), those that can be edited (Write), and the fields that are mandatory to complete (Required)
9. When finished with fields, open the 'Proceed / Stop' tab of the setup
10. Under the 'Proceed action' heading
    • Provide a Proceed button label
      
      Tip: this is the button that your referee will interact with when they complete the task so naming is key. We recommend a commonly understood term like "Complete" or "Submit".
    • Set a Proceed status that will be applied when the referee completes the task
      
      Note: this status is shown to the referee and to managers in the Action flow > Manage tasks view.
    • If referee input is required before an application can be reviewed, tick the Apply moderation approved status box 
    • Programs wishing to send confirmation of the decision can select that notification in the Send stage completed notification drop-down
11. In the 'Stop action' module
    • Configure a Stop button label and Stop status
    • Opt to Apply moderation rejected status if you wish for rejected applications to be blocked from reviewing.
    • Select the Hide stop action checkbox if you wish to prevent referees from stopping the task and only allow them to proceed
    • Choose Validate fields if you need all required fields to be completed in order for the referee to stop the task. 
12. Hit Save when complete

Step 4: create the referee tab

Now that all of your elements are in place, it's time to assemble them using the referee tab.

1. Go to Applications in the Manage workspace
2. Click Edit form and choose your desired form if multiple have been configured
3. Click the + symbol that appears next to your other tabs
   
4. In the configuration tray that appears, choose Referee from the Type drop-down
5. Give your tab a Name and, if desired, choose a pre-configured content block from the Content block drop-down
6. If your requirements vary from one category to another, choose the correct option from the 'Categories' section
   • Tab applies to all categories will display this tab to all applicants with the same requirements applied to each.
   • For programs who may not require referees for all categories, choose Tab applies to some categories
7. Under 'Referees', choose the Review stage configured in Step 3
8. If necessary, set parameters for Minimum referees required and Maximum referees required
9. Click Save

By default, two fields will be gathered from referees: their name and email address. These are not visible when configuration mode is toggled on as they cannot be moved or edited. If you wish to gather more information about each of these referees, hover your cursor inside of the white box in the referee tab and click the + that appears.

Like with contributor and attachment tabs, fields configured here will duplicate for each referee added. 

Applicant experience

To add a referee, applicants will simply need to click the Add referee button within your referee tab. 

After doing so, a box will display to collect (at minimum) a referee's first name and email address. For programs that configure additional fields, they will display below Name and Email. When finished, applicants will click Send request to trigger the task's delivery.

Once sent, a timestamp will appear showing when the request was sent. If the referee doesn't see the notification come through, they should check their junk or spam boxes as the message may have been routed there by mistake. Should the applicant need to, a Resend request link appears next to every referee that will trigger the message again. 

When a referee has completed their task, a Completed timestamp will display.

Referee experience

For referees, the experience of completing their task is straightforward and seamless. As mentioned above, referees that are registered with Good Grants must sign in to complete the task. Those that are not registered can simply click on the link in their email to view and submit their decision. 

Manage referee tasks

Referee tasks are managed just like a standard action flow task in Good Grants. For a full breakdown of management options, see our guide: Manually trigger and manage action tasks.

FAQs

Can I rename "referee"? 

You can! Simply navigate to Settings > Content > Terms to change the terminology used. Learn more about terms in Good Grants here: Configuring terms. 

Can I rearrange the fields used to collect referees? 

The name and email address fields of the referee tab are baked into the platform and cannot be edited or reordered. Additional fields can be added to collect data on the referee. 

Can I change the "send request" button for applicants?

Absolutely! "Send request" is editable in Settings > Content > Interface text. 

Tip: type "send" into the search box to find this option fast. 

Can I have more than one referee tab?

You can! We understand that your requirements may vary from one program to another so multiple referee tabs can be configured to fit your needs. 

Can I delete referees? 

Referees who have not yet completed their task can be deleted. Those with a completed task cannot.